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How can a parent/student view a CRM Action? Which steps are required?

Updated on May 18, 2022

For Students and Parents to be able to view a CRM Action, four steps are required.
The first two are standard in all cases since they have to do with system limitations.

The first requirement for a Student and/or Parent to view a CRM Action is to be involved in some way. This means that they should either be added in the Participants field or be set as initiators of the Action. (Figure 1)

Figure 1

The second requirement is that the CRM Action must be Approved. Parents and Students can never see Actions that are not Approved. So, to view an Action, it should either be Auto-Approved on Creation, or another User, Teacher, Admin, or Employee depending on configuration, must first approve the Action from their Portal.

Auto-Approval is set when Creating/Editing a CRM Category in CRM Settings > CRM Categories. To Edit an existing Category and turn all its Actions to Auto-Approved go to Actions > Edit and switch ON the Auto Approval Radio button. (Figure 2 & 3)

Figure 2

Figure 3

To Approve a CRM Action/Entry, go to CRM > Manage Entries, navigate to the specific entry and click Actions > Approve. (Figure 4)

Figure 4

The third step is configurable. Admins can decide according to the institution’s needs if they want Parents and Students view the Entries for each CRM Category. If so decided, then go to CRM Settings > CRM Categories, select the Category, and go to Actions > Security rights.

Here you will see the Read only section. Provided that a Student or Parent is set as shown in Figure 1, then you can check the initiator, in this example named “Who asks for extra hours!”, or/and the Related Persons (Participants/Regards) boxes respectively.
There is also the Parents checkbox so that even if a Parent is not set as an initiator or participant, they might still be able to view the CRM Action if their child is involved.
(Figure 5)

Figure 5

The last step is for the User Roles to have access to the Remarks & Actions Menu. Note that this is not always necessary since we can set a CRM Category to have its Actions visible in the Calendar and Actions in the Calendar will be visible to Parents and Students no matter if they have the Menu enabled or not, provided that the three requirements above are met.

Whether an Action is visible in the Calendar or not, by having the Remarks & Actions Menu enabled, Students and Parents will be able to view the CRM Actions there either way. To enable it, go to Main Settings > Role Management and then click on the Role of interest. (Figure 6)

Figure 6

Then, go to the Menus tab and make sure the Remarks & Actions box is checked. (Figure 7)

Figure 7

For more information on how to configure the Security rights of a CRM Category, go to How can I configure which user type can complete each step when creating a CRM Action? manual.

For more information on how to create a CRM Action, go to How can I create a CRM Action? manual.

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